Advice for the investigating manager

The purpose of an investigation is to establish the relevant evidence in connection with the allegation(s) made by the reporting party.

The Investigating manager is seeking to establish whether – on the balance of probabilities – the alleged act or behaviour complained about was more likely to have happened than not. To do this they will need to form a genuine belief, based on reasonable grounds following an appropriate investigation. This will involve the following:

• Examining all the evidence in an objective manner.

• Taking account of the various versions of events including those of the employee raising the grievance and (as applicable) the reported staff member(s).

• Taking account of any witness evidence.

• Interviewing as many individuals as is reasonable to support an appropriate investigation and the formation of a view of whether the act/ incident(s)/ behaviour complained about took place on the balance of probabilities.

• Distinguishing between fact and opinion, and weighing accordingly.

• Reviewing all the evidence to determine what is more likely than not to have happened.

The investigation should be concluded as soon as is reasonably practicable. The investigating manager will prepare a report and may, if appropriate, make recommendations on possible courses of action to the grievance hearing manager.

The procedure for an investigation will normally be as follows, but may be adapted by the investigating manager to meet the needs of the case:

a) The investigating manager will meet the employee raising the grievance  to confirm the details of the complaint.

b) If applicable, the investigating manager will meet the reported staff member to establish their response to the complaint. The reported staff member will have the opportunity to put their case in response to the complaint.

c) The investigating manager will meet with individuals identified as having relevant evidence to contribute to an understanding of the complaint. (Those interviewed in the course of an investigation will be asked to review the notes of their individual discussions with the investigator as soon as is reasonably practicable).

d) The investigating manager will ensure that any meetings are conducted in a suitable environment with appropriate representation, particularly ensuring the appropriate gender representation when an individual is disclosing incidents of sexual harassment.

f) Having considered all the evidence, including any relevant documents, the investigating manager will prepare a written report covering the following:

• Details of the complaints/ allegations being investigated.

• The scope of the investigation.

• How the investigation was carried out.

• The result(s) of the investigation.

• The conclusion(s)/finding(s) of the investigation.

• Any recommendations arising from their findings.

g) The report will be forwarded to the grievance hearing manager with a copy to the HR Adviser.

The grievance hearing  manager will consider, agree and finalise the report, including the findings and recommendations from the investigating manager and decide on the appropriate action. The grievance hearing manager is responsible for sharing the report (or a summary of it) with the reporting party, the reported staff member and as appropriate their line manager(s).

Every effort will be made to achieve a timely resolution to the report – the aim being to conclude any investigation within a period of no more than six working weeks. Both the reporting party and the reported staff member will be expected to cooperate with the University in achieving that result. In exceptional cases, an investigation may take longer than six weeks, and both parties will be kept updated about the progress of the investigation.

There may be exceptional circumstances in which a reporting party is not willing, or able, to make a formal report but the line manager considers that the implications for them or others - actually or potentially affected - are serious. This may include cases where other parties, but not the reporting party, have made a report. In this case, the line manager will notify the head of department and consult the HR Partner/HR Advisor and an investigation may be undertaken which leads to action being taken based on such evidence as is available.

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• Last reviewed and updated: 18 February 2025